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Hudson-Essex-Terraplane Club, Inc. Board of Directors Policy Manual

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Hudson-Essex-Terraplane Club, Inc. Board of Directors Policy Manual Hudson-Essex-Terraplane Club, Inc. Board of Directors Policy Manual A Record of Board of Directors Policy & Procedure Decisions, 1980-2020 Mission and Goals Statement The Hudson, Essex, Terraplane Club is dedicated to the hobby of driving, owning, preserving, restoring and modifying Hudson, Essex, Terraplane brands. The Club provides a venue that promotes family participation, friendships and camaraderie among Hudson, Essex, Terraplane owners and enthusiasts while enlightening the public concerning the history of all things Hudson, Essex, Terraplane. Leadership Goals & Vision: Club Officers and Directors strive to provide our members with an atmosphere where everything they need to further their passion concerning all things Hudson, Essex, Terraplane exists in an enjoyable and safe environment. Club leadership and a dedicated group of volunteers support our strong Chapter organization so they can recruit, retain and support all members when and where needed to make this the best car club in the world. May 2020 Compiled by Park Waldrop Updated by Carmen LaFlamme, with a little help from her Friends Updated May 2020 1 Table of Contents 1 Membership .......................................................................................................................................... 3 2 Board of Directors (BOD) and National Officers ................................................................................... 5 3 Other Functional Positions (Chairpersons, WTN Editor, etc.) ............................................................... 7 4 Chapters and Regions ........................................................................................................................... 7 5 National Meet ..................................................................................................................................... 12 6 Awards, Special Recognition ............................................................................................................... 13 7 Bill Albright Award .............................................................................................................................. 14 8 Financial .............................................................................................................................................. 14 9 Legal .................................................................................................................................................... 16 10 White Triangle News (WTN) ............................................................................................................... 28 11 Club Store ............................................................................................................................................ 29 12 Club Library ......................................................................................................................................... 30 13 Publicity / Public Relations .................................................................................................................. 30 14 Vehicle Registry System ...................................................................................................................... 30 15 HET Historical Society (HETHS) ........................................................................................................... 30 16 Outside Associations (Club Membership in, Donations to, etc.) ........................................................ 31 17 Website ............................................................................................................................................... 31 Historical Decision Record – This section contains earlier Board policy decision that were later superseded or removed. 2 Current Decision Record 1 Membership 1.1 In lieu of life membership, members may pay dues three (2009) years ahead at current rate (1992) 1.2 Compensate Membership Chairman $400 per month (2001) Increase Membership Chairperson compensation to $1,000 per issue (2006) 1.3 Authorized creation of a 30 year club to supplement the 20 yr. club. Chuck Gleydura to work up proposed design for a 30 year pin. (2001) The Board of Directors approved a budget of $1.500 for 20 year pins. (2006). Brenda Carroll and Chuck Gleydura will research the 10 year pin. (July 2019) 1.4 Chuck Gleydura will take care of 30 year pins, allocated $500 to produce 500 pins (2002) 1.5 BOD encourages acceptance of all Hudson produced or Hudson powered vehicles, including those modified in any way (2003) 1.6 Print only one phone number and include email addresses in roster (2004) 1.7 New members to receive welcome letter from H.E.T. President, roster and current WTN to count as one of the 6 issues. (2006) 1.8 Honorary members-see Awards, Special Recognition. Honorary Membership/Review complimentary mailing list: Directors will contact recipients to update status. (2006) 1.9 The printed roster should contain: The cover, Cover page, Page explaining the Tourist Emergency Help Directory and the Vehicle Condition guide, Alphabetical Membership List with State of Residency, State membership lists; names, addresses, telephone number, email address, home chapter, car listing with each member’s car(s). This should include year of manufacture, make, model, body style, serial number, cylinder, and condition. (October 2010) 1.10 This roster and the HET Club membership list are to be used solely for the HET Club business and for members’ needs regarding Hudson Essex and Terraplane matters. The Hudson Club does not sell its mailing list. 1.11 For this printing of the Roster we waive the notification as stated in the By-Laws for two consecutive issues and a January cut-off and to go ahead and print the Roster as soon as possible. (BOD decision June 21, 2012) 2013-2015 printing of the Roster quantity was 3,600 total consisting of 2,800 for mailing to members and the remainder to Membership Chairman for new members. 1.12 Publish and distribute a 2016-2018 HET Club Roster by Modern Litho. This edition will be 5.5 x 8.5 inches, 324 pages, with color cover. Estimated expense is $10,956 including distribution. The 2016-2018 HET Club Roster will be provided at no cost as a member benefit, setting aside the October 2010 HET Board of Directors’ decision to charge $15.00 per copy. (BOD decision August 3 12, 2015) 2016-2018 Roster is 8 ½” x 11” and printed as 2015-2017. Roster was mailed by Modern Litho in 2016 to second class members with their WTN to save postage, but mailed separately to first class members. Total cost of the 2016-18 Roster was $9,375.53 consisting of: $6,875.69 printing, $726.61 first class postage and $1,773.23 2nd class postage billed with WTN postage. (Treasurer’s Report August 2017) Publish and distribute a 2020-2022 HET Club Roster by Modern Litho. This edition will be 8.5 x 11 inches, with color cover. Estimated expense is $12,000 including distribution. The 2020-2022 HET Club Roster will be provided at no cost as a member benefit. January 1, 2020 will be the cutoff date for a member’s name to be included. A notice of the cutoff date is to be provided by the membership chairman to the WTN editor and printed for two consecutive WTN issues prior to the January 1, 2020. Roster format will follow the format of the last roster, provided however, if costs remain in the $12,000 range for printing and distribution, a Hudson reference section may be added showing Hudson vehicles based on year and make, and then list the details, plus owner information. (BOD decision July 2019) 1.13 All Club members having an e-mail address in the Club membership data base will receive two automatic computer generated e-mail notices that their membership is about to expire. WTN Printer will continue showing member’s expiration date on all issues of the WTN and “Last Issue” in red above the address on the member’s last issue of the WTN. When the Membership Chairperson sends to WTN printer the members’ names and addresses for the WTN mailing, the Membership Chairperson will also send to WTN printer a list of all members who have received their last issue of the WTN that is members whose membership will expire before the next WTN. The printer will mail all members who have received their last issue of the WTN an invoice for paying dues or a form letter, a membership application and a return envelope (no postage) addressed to the Membership Chairman, which invoice or form letter will clearly state that the member will receive no further WTNs unless their dues are paid. Any members who renew late and miss a WTN will receive a Welcome Back letter from HET President and the missed issue of the WTN to count as of the 6 issues, if the Membership Chairperson has a sufficient number of the missed WTN. If there is not a sufficient quantity of the missed WTN, the renewed member’s first issue will be the next WTN and the expiration date adjusted accordingly. 4 Members whose membership has expired will be considered “inactive members.” It is the responsibility of the Directors of each region, working with the New Membership Coordinator, to communicate by telephone with all inactive members in their region. Persons making phone calls should note in the membership database relevant information about the inactive member, including any who do not want to be contacted in the future. (BOD July 2018) 1.14 To help with costs we are now having renewal cards stitched in every WTN. This is instead of the full page sized renewal card, and has saved over $1,000 annually to help reduce the
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